Email Notifications

Site Managers can customize automated email notifications with multiple language support. These emails can be set up to automatically alert indivuduals regarding certain interactions such as when a new account is created, a course is completed, or a certification is about to expire. These notifications inform indivuduals without requiring them to log in to the system. Emails can be managed on two different levels: system emails and campus emails.

Select Emails from the Control Panel to view the Emails page. 
emails-1

 

 

Enable or Disable Emails

Enable System-Wide Emails

Messages must be enabled at the system level before you can use them. With your Site Manager account, select Emails from the Control Panel to view the emails that are set up system-wide. 

callout-dangerThe following email fields must be filled in for the email to be sent: To, From, Subject, and Message Body.

 

emails-1

Any notifications that have a check in the Enabled column are available for you to use.  To enable any notifications that are not available at the system level, please make a request via the Service Request System (SRS).  
emails-2

To completely disable or enable emails for your entire system, create a ticket using the Service Request System (SRS) detailing the email options you want changes. Site Managers have a number of options for disabling selected emails locally.

Disable Emails

Site Managers can disable a system level default email by removing the entries in any of the following mandatory fields: To, From, Subject or Message Body.  Disabling a default email this way will not affect an email that is enabled at the campus level.

To disable campus level emails, see Campus Emails.

Edit Email Messages

Site Managers may update the content in email notifications. 

  1. Log in with a Site Manager account.
  2. Select Emails under the Control Panel in the main navigation menu.
    email-notifications
  3. Select Edit Email next to a selected email notification.  If you need to edit a campus email, see Edit Campus Email 
  4. Select the language for this email, if applicable. 

    callout-infoWhen a new language is added to the system, the system will require all email notifications for the new language to be either disabled or configured. When a language is disabled, email notifications related to this language will also be disabled. The Site Manager must confirm that they wish to disable all notifications before this action will occur.

  5. Enter the email content. 

    callout-dangerThe following email fields are required: To, From, Subject, and Message Body.  If any of these fields are empty, the email will not be sent.

    1. To:  This field is set to Automatic so that it will be sent to all Participants. 
    2. CC/BCC: If necessary, you can add email addresses to the CC and BCC fields.  Multiple email address must be separated by a comma.
    3. From: Enter the email address that recipients will receive this email from. 
    4. Subject: Enter the subject line for the email message.
    5. Message Body: Enter text for the message in the Publishing Window and format with the Publishing Tools.  You can also add any desired pre-set text into the email message. 
      View Example Email Messages.
    6. Save
    7. Optionally select Preview Email next to any email notification to view what the email subject and body will look like.
    8. Optionally add a signature. 
      1. Select Emails under the Control Panel in the main navigation menu..
      2. Select Edit Signature from the email tools menu to open the Edit Email Signature page. The signature will apply to all active system emails unless overwritten (see Campus Emails).

    Preview Email Notifications

    Site Managers can preview emails.

    1. Log in with a Site Manager account.
    2. Select Emails under Control Panel in the main navigation menu.
      email-notifications
    3. Select the Preview Email link for the applicable email.
      preview-email-notifications

    Preset Text for Emails

    callout-infoBrackets are Mandatory
    When using pre-set text, include the brackets [[ ]] around the text. You can copy/paste the string to ensure the correct format.

     

    Site Managers may use optional preset text when creating email content. These dynamic text strings automatically replace values specific to each email recipient. For example, entering [[ First Name ]] into the body of the email will automatically insert the user’s first name. The Site Manager may choose to use the same or different pre-set text for the system and each campus. The image below shows an example of preset text options when creating email.preset-text-emails-1

    Pre-set text using location information is pulled in from user profile fields. The image below shows the relevant area from a user’s profile.preset-text-emails-2

    Product-Specific Emails

    Site managers may add product-specific content to product emails based on a specific course and language. This feature is useful to convey information that is not needed by everyone taking a course, but is important for indivuduals in a specific campus.

    callout-success-enabledThis feature is available for the following email notifications: Product Completion, Product Enrollment, Product Exception, and Product Expiry Reminder.

     

    1. Log in with a Site Manager account.
    2. Make sure that you activate campus emails.
    3. Select Campuses under Users in the main navigation menu.
      campus-add-user-groups
    4. Select Edit Emails for the Campus of your choice to open the Manage Campus Emails page.
    5. Select the Appended Text link under Email Tools on the right. 
      appended-text-link
    6. Select the Edit Appended Text button next to the appropriate product, email notification, and language that you want to add the text to. Each Product is listed once per email and language.
      appended-text-page
    7. Use the content editor to design the text and Save. The appended text will show up after the email body content, but before the signature, if you have one set up. After you save, the appended text will appear on the Appended Text page. If you have no other body text entered, the email will still be sent as long as the To, From and Subject fields are filled out.
      appended-text-content-editor
    8. Optionally select Preview Appended Text to review the Product email notification and the appended text.

    Example Email Messages

    Site Manager may use the provided example text to write email notifications.  Feel free to copy and paste them into your own emails and tweak as needed.

    Account Creation
    Subject: Welcome to the Company Learning Management System

    Thank you,
    Company name
    Contact information
    Course administrator name

    To access your e-Learning course, please click this link system login page and enter the username and password provided below. We recommend that you change your password once you are in the system.
    Username: [[ Username ]]
    Password: [[ Password ]]

    Should you have any questions, please contact company email or call company phone. 

    Account Locked
    Subject: Your account is locked for security reasons

    We apologise for the inconvenience. For your security, user accounts are locked automatically if the password has been entered unsuccessfully too many times. Your account will unlock automatically and be available in 1 hour.

    Certification Complete
    Subject: You have earned a certification

    Congratulations, [[ First Name ]] [[ Last Name ]], you have completed the following certification:
    [[ Certification Name ]] on [[ Certification Obtained Date ]]

    Don't forget to print your certificate of completion for your training records. To do so, log back into the course and click on the Certifications tab.  

    Should you have any questions, please contact company contact information.

    Certification Expiry Reminder

    Subject: Certification Renewal Necessary

    Greetings from the company name team.
    We are providing you with notice that the following certification(s) will soon expire:
    [[ Certificate List ]]
    Ensure that you renew your certificate prior to the expiry date to avoid any compliance issues.

    If you require any assistance, please contact your supervisor.

    Forgot Password
    Subject: Training Centre Login Information

    Hello [[ First Name ]] [[ Last Name ]],

    Here is your login information for the company name Training Centre.
    Your Password is: [[ Password ]]

    Please contact [[ Helpdesk Contact ]] or call phone if you have any questions.

    Product Complete
    Subject: Course Completed 

    Congratulations on successfully completing [[ Course Name ]]!

    Please contact company email or call company phone if you have any questions.  

    Product Enrollment
    Subject: You have been enrolled in a course

    You have been enrolled in the following course: [[ Course Name ]]. To begin your training:
    •  Go to system login page and log in with your username and password.
    •  Click on the course title in the left side-bar menu to access the online training you registered for or are required to participate in, and begin.

    We hope you enjoy the course!

    Product Exception

    Subject: Course Date Extended

    [[ First Name ]], your [[ Course Name ]] online course has been extended until [[ Exception End Date ]].
    To access your online training, log in to system login page with your username and password.

    Please feel free to contact us with any questions or concerns at company email or company phone.

    Thank you and we hope you enjoy the course!

    Product Expiry Reminder

    Subject: Course Expiry Reminder

    Greetings from the company name team.
    This is a friendly reminder to complete the following course(s) prior to the expiry date.

    [[ Course List ]]

    If you require assistance, you can email us at [[ Helpdesk Contact ]] or call phone.

    Training Expiry Reminder

    Subject: Training Expiry Reminder

    Greetings from the company name team.
    We are providing you with notice that the following training item(s) will soon expire:
    [[ Training List ]]
    Ensure that you renew your training prior to the expiry date to avoid any compliance issues.

    If you require any assistance, please contact your supervisor.

    Email Signature

    Thank you,
    Company name
    Contact information
    Course administrator name

    This e-mail (including any attachments) is intended for the addressee(s) stated above only and may contain confidential information protected by law. You are hereby notified that any unauthorised reading, disclosure, copying or distribution of this e-mail or use of information contained herein is strictly prohibited and may violate rights to proprietary information. If you are not an intended recipient, please return this e-mail to the sender and delete it immediately hereafter. Thank you.